To print an envelope, match the envelope to your printer, choose the exact size in Word (Mailings > Envelopes), set the paper type to “Envelope,” load it the way your printer’s tray icon shows, and print one test before you run a batch. That works well for a handful of letters. When you need hundreds of branded envelopes, a press run is usually the more consistent route. This guide covers both.
TL;DR
- Check the envelope first: no windows, clasps, exposed adhesive or rough finishes, and keep the weight within your printer’s limits.
- In Word, open Mailings > Envelopes, enter both addresses, and pick the exact envelope size under Options.
- Set the printer’s paper type to “Envelope” and load the flap side as the tray icon shows. Printers differ.
- Always print a test envelope with sample text before a batch.
- For large or branded runs, use Mail Merge for addresses or have the envelopes professionally printed.
Table of Contents
- Step 1: Check the envelopes and your printer
- Step 2: Set up the envelope in Word
- Step 3: Choose the exact envelope size
- Step 4: Set the printer properties
- Step 5: Load the envelopes the right way
- Step 6: Print a test envelope
- Step 7: Print the real batch, and merge addresses for volume
- Step 8: Fix jams and poor print quality
- When desktop printing stops making sense
- Perspective
- Order professionally printed envelopes
- Mistakes that waste envelopes
- FAQ
- Sources
Step 1: Check the envelopes and your printer
Most envelope problems start before you open any software. Lexmark’s media guide says to confirm that the envelope size, type, texture and weight match your printer. It lists envelopes to avoid:
- windows, holes, perforations or cutouts
- embossing
- metal clasps, string ties or folding bars
- envelopes stuck together, damaged or badly curled
- rough, cockle or laid finishes
HP’s LaserJet guidance adds two points. Envelopes heavier than 90 g/m² (24 lb) can jam, and flimsy envelopes with thick or curved leading edges will not feed reliably. HP also advises against envelopes with encapsulated adhesive that seals under pressure instead of by moistening.
The practical rule: a plain, flat, dry, #10-style envelope with a standard gummed flap is the safest choice for an office printer. If your design needs a window, a metallic finish or a specialty flap, that is a sign to look at professional printing instead.
A quick pre-flight list
- Read your printer’s manual for the supported envelope sizes and weights.
- Pull a few envelopes from the box and flex them. Discard any that are curled, creased or sticking together.
- Store the box flat and dry. Lexmark notes that humidity above 60 percent combined with high printing temperature can make envelopes wrinkle or seal prematurely.
Step 2: Set up the envelope in Word
Microsoft’s own instructions are short. In Word, select Mailings > Envelopes, type the delivery address and the return address, then use Options to select the envelope size.
Enter the addresses
Use a clean, consistent format: name, company, street line, then city, state and ZIP on the last line. If the envelope will carry a pre-printed logo, leave the return address box empty so you do not double up.
Format the text
Select the address text and choose Font to change typeface, size or color. Keep the delivery address highly legible. A plain sans-serif or serif face at a readable size beats a decorative one, because the address is the part that has to be read quickly.
Adjust the layout if the default is off
Word controls the placement through the “Envelope Address” and “Envelope Return” paragraph styles, which sit in frames you can resize or move, as Graham Mayor explains. If the default position does not suit your stock, adjust the frame rather than fighting the printer settings.
Step 3: Choose the exact envelope size
Under Options in the Envelopes window, pick the size that matches your envelope. If it is not listed, choose Custom size and enter the dimensions.
Do not treat “close enough” as a match. Print Use Lab points out that sizes that look similar, such as the standard US #10 and the DL format (110 x 220 mm), are not interchangeable, and recommends selecting the exact size in the software. A #10 is the usual US business envelope, so pick that if your stock is the standard 4 1/8 by 9 1/2 inches.
| Check | What to do |
|---|---|
| Envelope size | Select the exact size in Word’s Envelope Options, or enter a custom size |
| Paper type | Set to “Envelope” in printer properties |
| Scaling | Turn off “fit to page” in the print dialog |
| Orientation | Follow the printer’s tray icon, not just Word’s landscape setting |
Step 4: Set the printer properties
Open your printer properties or preferences and set the Media or Paper Type to “Envelope.” HP explains that this setting adjusts internal rollers for thicker media and helps prevent smudging and jams. Skipping it is one of the most common reasons an envelope comes out smeared or crumpled.
Also check the print dialog for any scaling option. Print Use Lab warns that unintended “fit-to-page” scaling can shift your layout, so disable it for envelope jobs.
Step 5: Load the envelopes the right way
This is where printers differ most, and where most misprints happen.
HP’s instructions for its own printers give a useful baseline: for HP inkjets, load envelopes face down with the flap to the left in a front tray, or face up with the flap to the left in a rear tray. For front-tray LaserJets, load them face up with the flap to the left. Then slide the paper guides snug against the envelope edges.
That baseline applies to HP. Other brands and models may differ, so use these habits:
- Look for the icon. HP suggests checking for a small engraved icon on the manual feed or main tray that shows face-up or face-down and flap direction. Respect it rather than assuming a universal standard.
- Write it down. Print Use Lab recommends recording the flap and leading-edge instructions from your model’s manual, since Word’s landscape setting does not decide how a given tray feeds. Tape a note inside the tray cover.
- Check the feed method in Word. The printer driver tells Word how envelopes feed, and you can view and change it in the Printing Options tab of the Envelope Options dialog, per Microsoft.
How many at once?
Capacity depends on the printer. One college’s printing guide notes that its Kyocera models can take up to ten envelopes at a time in the multipurpose tray. For your own machine, check the manual, and when in doubt feed fewer.
Step 6: Print a test envelope
Never start with the whole stack. Type a test address into the Delivery address box, click Print, and inspect the result for orientation and alignment. If the address is upside down or off position, adjust the feed method or the address position in the Printing Options tab until it lands where it should.
A useful habit: print the test on a scrap envelope from the same box, not a spare of a different brand, because thickness and flap shape change how it feeds. Hold the printed test against a finished envelope to check margins before you commit.
Step 7: Print the real batch, and merge addresses for volume
Once the test looks right, print your envelopes in small groups so you can catch drift early.
For many recipients, retyping addresses is slow and invites mistakes. Word’s Mail Merge handles it: choose Mailings > Start Mail Merge > Envelopes, link your mailing list as the data source, and add an address block field so each envelope pulls the right recipient. Clean your list first: consistent capitalization, complete ZIP codes and no duplicate rows save you wasted envelopes.
Step 8: Fix jams and poor print quality
Even well-chosen stock can misbehave. HP’s guidance for common problems:
- Jams: remove excess envelopes from the tray, use flat, dry stock, and select the correct media type.
- Misalignment: make the size in Word match the size set on the printer.
- Wrinkles and curls: try a rear or manual feed tray, which reduces bending along the paper path.
Some causes sit outside your control. HP notes that even envelopes meeting general specifications can perform poorly because of environmental conditions or inconsistent folds from the manufacturer. Try another box before blaming the printer.
If an envelope resists the intended route, stop. Print Use Lab cautions that forcing or modifying the printer mechanism is outside safe owner maintenance. Power down and follow the jam-clearing steps in your manual, or call the manufacturer’s support line.
When desktop printing stops making sense
A desktop printer is a good fit for occasional letters. It struggles when you need:
- full-color logos or solid color flooding to the edges
- hundreds or thousands of identical envelopes
- specialty paper, windows, or unusual sizes
- consistent color from one order to the next
Those are press jobs. Envelopes printed on a press can carry your brand across the whole face, and a run is produced in one setup instead of one sheet at a time. If you are weighing the branding side, our piece on the role envelope printing plays in brand impact shows where envelopes fit in the mail piece. If you are new to ordering, the step-by-step print ordering guide walks through what a printer needs from you.
Prepare artwork so a press run goes smoothly
Whether you print yourself or order, artwork discipline pays off. Keep addresses and logos inside safe margins, supply fonts outlined or embedded, and ask for a proof. Our guide on how to prepare artwork for print covers the file setup, and essential proofing steps explains what to check before you approve.
Perspective
We see the same pattern with business owners. A desktop printer handles the first fifty envelopes fine. Then the company grows, the logo needs to bleed to the edge, the return address has to match the letterhead and business cards exactly, and the afternoon spent babysitting a tray becomes the real cost.
Our approach is to treat the envelope as part of a matched stationery set. We run digital and offset presses, with in-house plate making, so we can keep color consistent between your envelopes, letterheads and business stationery. Our team is built around personal service, so you can talk to a print specialist about stock, size and quantity before anything goes to press, with flexible order quantities for short and large runs.
Our advice: use the steps above for quick, low-stakes mailings, and bring us the envelopes that carry your brand.
Tony
Order professionally printed envelopes
If your envelopes need to look the same on every piece, from the first mailing to the next reorder, our custom printed envelopes are made in our Virginia, Long Island and New Jersey facilities and shipped to businesses across the country. We print on digital and offset presses and can match your envelopes to your other printed pieces. Tell us the size, quantity and artwork, and our team will guide you from quote to delivery.
If you also need matching materials, see our custom printing services, business cards and brochures.
Mistakes that waste envelopes
A few errors account for most wasted stock:
- Skipping the test. One test envelope costs a fraction of a ruined batch.
- Mixing similar sizes. A #10 and a DL are close but not the same, so select the exact size.
- Trusting the software orientation alone. The tray decides how the envelope feeds.
- Using humid or curled stock. Store the box flat and dry.
- Overloading the tray. Fewer envelopes feed more reliably.
Keep a short log: printer model, envelope brand and size, tray, orientation and the settings that worked. The next time, you will print the first envelope correctly.
FAQ
Can I print on any envelope with a home or office printer?
No. Windows, metal clasps, string ties, embossing, rough finishes and pressure-sealing adhesive can all cause jams or damage, according to Lexmark and HP. Plain, flat envelopes with a standard gummed flap are the safest. Check your printer manual for supported sizes and weights.
Which way do I load envelopes?
It depends on the printer. HP inkjets take envelopes face down with the flap left in a front tray, or face up with the flap left in a rear tray, per HP support. Look for the icon on your tray and follow your manual. Printing one test envelope confirms it.
Why is my address printing upside down or in the wrong spot?
Usually the feed method or envelope size does not match what the printer expects. In Word, open the Printing Options tab of the Envelope Options dialog and adjust the feed method or address position. Also confirm the size in Word matches the size set on the printer.
How do I print envelopes for a whole mailing list?
Use Word’s Mail Merge. Start from Mailings > Start Mail Merge > Envelopes, connect your address list and insert an address block. Print a test merge first. For large or branded mailings, professional printing is usually faster and more consistent.
When should a business order printed envelopes instead?
When you need full-color branding, edge-to-edge color, specialty stock or larger quantities. A press run gives you consistent results across the order, and you can reorder to match later. Our team can advise on size, stock and quantity.
Sources
- Lexmark Paper and Specialty Media Guide
- HP LaserJet Print Media Guide
- Microsoft: Create and print a single envelope in Word
- Microsoft: Mail merge with envelopes
- HP Support: Print on envelopes with an HP printer
- HP: How to print envelopes, labels and custom sizes
- Graham Mayor: Change envelope layout
- Print Use Lab: Print envelopes, size, orientation and feed-path checks
- Printing envelopes (college printing guide)